Records Clerk

Mid Pasig Land Development Corporation; Pasig; On-site; PHP 167,000 - 234,000; Full time

Job summary

Mid Pasig Land Development Corporation is seeking a Records Clerk to efficiently organize and manage physical and electronic records within our Pasig office. The role focuses on accurate filing, indexing, and timely retrieval of documents in accordance with established procedures.

The ideal candidate will be highly organized, detail-oriented, dependable, and discreet, with strong data-entry skills and the ability to follow records-management processes.

Qualifications

• Must have strong organization and detail orientation.
• Excellent data-entry and document-handling skills.
• Ability to follow established records-management procedures.

Responsibilities

• Receive, sort, classify, index, file, and maintain organizational records and documents.
• Maintain accurate physical and electronic filing systems.
• Ensure records are filed according to established conventions.
• Retrieve records promptly for authorized requests.
• Update databases, spreadsheets, and records-management systems.
• Maintain logs and tracking records; ensure timely updates.
• Monitor completeness and accuracy of records.
• Maintain document-control registers and inventories.
• Assist with records-retention and disposition activities.
• Handle confidential and sensitive records with discretion.
• Respond to authorized requests for records and information.
• Provide courteous administrative support to internal and external stakeholders.

Job description

About the role

The Records Clerk is responsible for the accurate organization, inventory, classification, maintenance, retrieval, and disposition of organizational records and documents. The position supports efficient records management by ensuring that physical and electronic records are properly filed, indexed, updated, secured, and readily accessible to authorized personnel. The role requires a highly organized, detail-oriented, dependable, and discreet individual with strong data-entry and document-handling skills and the ability to follow established records-management procedures.

KEY RESPONSIBILITIES

A. Records and Document Management

• Receive, sort, classify, index, file, and maintain organizational records and documents.
• Maintain accurate physical and electronic filing systems.
• Ensure records are filed according to established classification and naming conventions.
• Retrieve records promptly in response to authorized requests.
• Return and re-file records after use.
• Monitor the completeness and accuracy of records.

B. Data Entry and Record Updating

• Enter, update, and maintain information in databases, spreadsheets, registers, and records-management systems.
• Verify data for accuracy, completeness, and consistency.
• Identify and correct routine data-entry errors.
• Maintain logs, indexes, registers, and tracking records.
• Ensure information is updated in a timely manner.

C. Document Control

• Monitor the receipt, distribution, filing, and retrieval of controlled documents.
• Maintain appropriate document version and revision controls.
• Ensure superseded or obsolete documents are appropriately identified and handled.
• Track document movements where required.
• Assist in maintaining document-control registers and inventories.

D. Records Retention and Disposition

• Assist in applying records-retention and disposal schedules.
• Identify records that are due for transfer, archiving, or authorized disposal.
• Prepare records for archiving or secure disposal in accordance with established procedures.
• Maintain documentation of records transferred, archived, or disposed of.
• Escalate records-management issues or exceptions to the appropriate supervisor. 1

E. Confidentiality and Information Security

• Handle confidential, sensitive, and restricted records with appropriate discretion.
• Ensure records are accessible only to authorized personnel.
• Follow organizational policies relating to privacy, confidentiality, information security, and records access.
• Report lost, damaged, misplaced, or improperly accessed records promptly.

F. Records Requests and Customer Service

• Respond professionally to authorized requests for records and information.
• Locate and retrieve records efficiently.
• Maintain appropriate logs of records requests and retrievals where required.
• Coordinate with departments to clarify records requests or resolve discrepancies.
• Provide courteous and timely administrative support to internal and external stakeholders.

G. Records Quality and Maintenance

• Conduct routine checks for missing, incomplete, duplicate, or incorrectly filed records.
• Identify discrepancies and assist in correcting records.
• Maintain orderly and accessible filing areas.
• Protect physical records from damage, loss, or unauthorized access.
• Assist with records inventories, audits, and reconciliation activities.

H. Others

• Performs other tasks/functions as may be assigned by the management and/or the Board of Directors.